Event Coordinator

About the role

Event Coordinator Presidential Events and University Ceremonies provides strategic leadership in event design, logistics, management, and protocol services for a complex portfolio of high-level events on behalf of the Office of the President. The department is committed to creating memorable experiences that enhance the University’s reputation, strengthen relationships with key stakeholders, and uphold the highest standards of excellence. The Office of Presidential Events and University Ceremonies seeks an event coordinator to help plan and execute some of the University’s most significant and visible events. This position serves as a key event operations and project management partner, contributing to the work towards presidential events, Commencement activities, University ceremonies, select donor and alumni engagement events, and other special programs that advance the University’s mission. Join us in creating the events and ceremonies that define the University’s most meaningful moments. The Event Coordinator supports the planning, coordination, and execution of presidential events, commencement activities, university ceremonies, donor and alumni engagement events, and other special programs that advance the mission and strategic priorities of the University and the Office of the President. Reporting directly to the director of Presidential Events and University Ceremonies and working closely with the associate director, this position coordinates projects involving multiple departments, vendors, and stakeholders; facilitates communication and planning efforts; and helps ensure the successful delivery of complex, high-profile University events. The position is responsible for maintaining project momentum, monitoring timelines and deadlines, coordinating operational details, and supporting event execution in accordance with University standards and protocol.

Responsibilities

• Develop and maintain project plans, timelines, task lists, event calendars, and other planning tools for presidential events and university ceremonies.
• Monitor deadlines, assignments, approvals, and key milestones to ensure projects remain on schedule and event objectives are achieved.
• Coordinate with campus departments, vendors, and external stakeholders to support successful event planning and execution.
• Maintain event records, planning documents, contact databases, schedules, and financial tracking documentation.
• Assist with invitation processes, guest management, seating plans, signage, venue reservations, vendor coordination, contracts, and onsite event operations.
• Coordinate event logistics with facilities, public safety, transportation, catering, production, and other campus partners to ensure seamless event experiences.
• Prepare and maintain event day materials and communications, including event briefs, run-of-show documents, scripts, diagrams, vendor instructions, and other operational resources.
• Maintain and update departmental and event websites to provide accurate and timely event information.
• Providing responsive, professional service to University leadership, faculty, staff,